Adding/Editing Lead Information

PLEASE NOTE: Leads are only available in Feast  and Delicacy Level TPP subscriptions.

Total Party Planner lets you differentiate between leads and contacts.

Leads could be a place to store contacts that you may not have booked an event for officially.

From the lead record, you can convert them to a contact or book an event.

Searching for a Lead

• Select the Contact > Full Search option from the Navigation Bar.
• Select a category from the Search dropdown.
  • The drop down applies to the text box AND to how the results will sort. The ascending/descending selection dropdown specifies the sort direction of the search. For example, if you selected last name, enter any character combination of the last name in the textbox and it will display your results, automatically sorted.
• You can further refine your search list by filtering contact’s Type. Status will filter by active, inactive (will no longer require services in the future), or all contacts.
• Select the Owner drop-down menu to search by a specific salesperson.
• Click the Search button to apply filter criteria.

Once you see the lead you want to view, there are a few ways to go to the Lead View:

• From the Actions dropdown, select View to open their Lead View
• Click the First Name, Last Name, or Business name to open their Lead View

Adding a New Lead

1. Select the Lead > Add New Lead option from the navigation bar.
   

   Lead Info

   • First Name
   • Last Name
   • Company
   • Job Title
   • Work Phone
   • Home Phone
   • Mobile Phone
   • Fax No
   • E-Mail
   • Website Address 

   Note: You must enter either a First Name, Last Name, or Company into one of the fields to create a contact. You may enter all three if desired, but they must be unique to be saved.

   At the bottom of the window you will see optional tabs to fill out more information.

   Marketing

   • Contact/Lead Type: Define the type of contact they are. Social, Bridal, Corporate, etc.
   • Birthday: Keep track of lead birthday’s for marketing purposes.
   • Owner: Designate someone on your team as their main point of contact.
   • How Found?: Keep track of where new leads are coming from. Direct Marketing, Word of Mouth, Google Search, etc.

   Address

   Enter the lead’s main address information and directions to print on internal reports.

   Notes

   Make notes here and they will pop up whenever someone on your team is creating a new event for the lead.

   • General Notes: Does the lead prefer a specific type of disposable or alway want extra condiments?
   • Special Diet: Is the lead vegan or allergic to garlic?

   Accounting

   • Acc #: If you assign an account number to your leads, enter it here.
   • Tax Exempt #: Enter a lead’s tax exempt number here and all their new events will initially default to tax exempt.
   • Tax Location: Assign a specific tax location to the lead and all their new events will default to this location.
   • Payment Terms: Set default payment terms for the lead. Net 30, Net 60, Cash, etc.

   Once you have filled out the desired information, click Save to add to your TPP account. You will now be in the newly created Contact View for this client.

   Lead View

   Any information may be edited here and there are a few more tabs/fields available:

   Main Tab

   Authorize.Net Profile Id: This field is automatically populated when your account is connected to Authorize.net for credit card processing.

   Credit Cards

   Credit cards saved in your TPP integrated credit card account will show here with limited information:

   • Card Type: Visa, Mastercard, etc.
   • Card Number: Just the last 4 digits will show here.
   • Name on Card: Will show the cardholder’s name.
   • Address: Will show the card billing address.
   • Default?: Allows you to designate a specific card as their default if they have multiple on file with you.

   Tasks & Notes

   See all Tasks and Notes pertaining to the Lead or create new ones for your team.

   Event History

   Easily see all the events for the Lead and view an abbreviated list of menus they’ve been proposed.

   Opportunities

   Did the lead mention that they just had an annual party for all 200 employees? Make a note here to follow up with them later to try and book them with your company next year.

   Editing an Existing Lead

   • Search for and open the lead to be edited using the Searching for a Lead instructions above.
   • Edit the Lead information, as required.
   • Click the Save button.

   Deleting a Lead

   • Search for the Lead to be deleted using the Searching for a Lead instructions above.
   • From the results grid there are 2 options:
     1. Click the Delete link in the grid.
     2. Open the Lead View and go to the Actions menu drop down in the upper right corner.
        • Choose Delete Lead to complete.

   Note: Once a Lead is deleted it cannot be recovered. TPP will not allow you to delete a Lead that is associated with an Event.